- A completed and approved Travel Requisition must be submitted to the Purchasing and Payables office in advance of any travel. A requisition is required regardless if the traveler will or will not be reimbursed or regardless of the traveler’s source of funding. Ideally the travel requisition will be received in our office at least 30 days in advance of the traveler’s departure, or as soon as practical.
- Transportation: On the travel requisition, ensure that you are taking the least expensive mode of transportation possible. SUNY Potsdam fleet vehicles are the preferred method for automobile travel, Enterprise being the next mode. Visit http://www.potsdam.edu/offices/purchasing/enterprise for the procedure in renting a vehicle from Enterprise. If a fleet vehicle is unavailable you may take your personal vehicle if you choose to by getting reimbursed at the rate it would have cost to take an Enterprise vehicle. Using the Personal Car at Rental Rate Calculator will give you a calculation of what the cost would be to take an Enterprise vehicle. If you utilize this option, please include a “print screen” of your calculation when submitting your travel requisition along with an email from the Physical Plant confirming no fleet vehicle was available.
- Lodging: Visit www.gsa.gov to determine the lodging per diem for your destination. Remember to ask for the government rate. If the lodging rate is over the allowed amount, prior to your trip fill out an Over the Maximum Justification and submit it to Purchasing and Payables for approval. Be sure to present the Hotel Tax Exempt Form for all qualified expenses.
- Meals: Visit www.gsa.gov to determine the meal per diem for your destination. Breakfast and dinner are reimbursable expenses. You may be eligible for breakfast if your departure time is one hour before your work day begins. You would be eligible for dinner if you return home two hours after your work day ends. Reimbursement will be made for the maximum allowed for the location based on your lodging receipt. Lunch is not a reimbursable travel expense. Lunch is considered between 11 a.m. - 3 p.m..
To determine how much you are allowed for breakfast/dinner, visit the Meal Breakdowns webpage.
When meals and/or lodging are provided as part of a conference or event, additional reimbursement is not permitted.
Note: Incidental expenses such at tips to bellmen, porters, hotel maids, etc., continue to be included int he allowances.
- Overnight without a lodging receipt: Per diem Allowance (includes lodging and meals)
- Outside of New York State - $ 50.00
- Incidentals: All incidentals must be accompanied by a receipt.
- Have a safe trip. SAVE all itemized receipts and be sure to present your NYS Tax Exempt Form and a Hotel Tax Exempt Form for all qualified transactions. Travelers are responsible for obtaining and providing itemized receipts necessary to justify travel expenses with the Travel Voucher.
- After your trip is done, complete a Travel Expense Claim Form, otherwise referred to as a Travel Voucher, being sure to include Departure and Return Dates and Times, and the physical address of the destination you traveled to.
- Be sure to list all of your expenses in the appropriate section. Total your expenses, carry the total over to A under the Summary. If you charged any expenses to your travel car, list those expenses under C. Subtract C from A and that amount will go under Total Amount Claimed.
- Attach all related receipts and appropriate backup showing you were on official state business.
- Payee's Certification and Submission: Please sign and date and obtain your supervisor's signature with date.
You have now completed your Travel Voucher.
If you claimed personal car mileage, you must also submit a Statement of Automobile Travel form. Attach it to your Travel Voucher, and send both along with your receipts to the Purchasing and Payables Office, 518 Raymond Hall.
If a State Vehicle was used for your trip, your paperwork is now complete. Send your Travel Voucher with receipts to the Purchasing and Payables Office, 518 Raymond Hall.
Travel Reimbursement Information
- Employees that receive part or all of their compensation via paycheck will continue to receive a check for their travel/expense reimbursements. However, that check will be mailed to the same address as the one that appears on the employee’s paycheck. There is no option to have travel reimbursements sent to a different address.
- Employees that have their full paycheck direct deposited to one bank account will have their travel/expense reimbursements deposited to that same account.
- Employees that have their direct deposit split across more than one account will have their travel/ expense reimbursements deposited into the account where the balance of their pay goes. For example, if you have $300 per paycheck direct deposited to Bank A and the balance to Bank B, your travel/expense reimbursement will go to Bank B. If you are unsure how your direct deposit is set up in regard to multiple deposits or if you wish to make changes to your direct deposit account, contact the payroll office.
- Employees will not receive any notification that a direct deposit has occurred. They would be aware that a reimbursement will be coming and the amount when they submit their Travel Voucher.
- Employee reimbursements for travel/expenses will be paid on an ongoing basis and are not impacted by the payroll schedule; employees will be reimbursed as travel reimbursement vouchers are processed.
If you have any questions regarding policies and procedures in advance of your travel we encourage you to contact us at 267-2143. We can guide you through the requisition and reimbursement processes, ensuring timely and complete reimbursement of all qualified expenses.